Hands up if you’ve ever found your team buried in a mess of approval emails, spreadsheet versions, and Slack threads — all for a single routine task?
If you could see me behind the screen, I have both my hands up. But the truth is, we’ve all been there, watching hours slip away to manual follow-ups, ignored emails, and version control chaos. That’s exactly where business process automation (BPA) comes in.
Business process automation (BPA) uses technology to automate repeatable tasks and streamline business operations. It’s designed to reduce manual effort, increase accuracy, and improve overall efficiency by integrating tools and systems into a unified workflow.
In this guide, I’ll walk through how BPA works, where it fits alongside RPA and BPM, and how you can implement it for better visibility, faster workflows, and fewer routine bottlenecks. If you’re managing complex business processes, BPA can help you bring them all together in one place.
Key takeaways
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BPA, business process automation, helps automate repetitive tasks and streamline workflows, reducing manual processes and supporting digital transformation.
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BPA is often used in areas like onboarding, finance, HR, and customer service.
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Tools like Wrike support BPA through features like workflow automation, process templates, and integration.
Table of contents:
What is business process automation?
Business process automation (BPA) is the practice of using technology to automate business processes across departments. These may include tasks like HR processes, such as employee onboarding, invoice processing, or sales invitations like marketing campaign setups or contract management workflows. BPA systems help businesses reduce time-consuming tasks, increase accuracy, and operate at scale.
I’ve seen BPA become a foundational part of digital transformation strategies, especially as businesses aim to minimize repetitive tasks, improve data visibility, and adapt faster to change.
Platforms like Wrike support this by offering no-code workflow automation, customizable forms, and dynamic intake systems. These features make it easier to build automated processes that work across tools, teams, and departments.
How does BPA relate to RPA and BPM?
It’s easy to confuse business process automation (BPA), robotic process automation (RPA), and business process management (BPM). While they’re related, each has a distinct focus, and understanding how they work together can help you make better decisions when planning your automation efforts.
Business process automation (BPA)
BPA focuses on automating entire workflows to enhance operational efficiency across business units. It helps standardize process mapping and reduce the reliance on manual tasks, which are often time-consuming and prone to error. A BPA system connects people, platforms, and data systems so that core tasks move more smoothly between departments. When used effectively, BPA plays a central role in streamlining processes and bringing long-term consistency to business operations.
Robotic process automation (RPA)
RPA is a more tactical form of automation. It uses bots to handle repetitive, rule-based tasks like data entry, file transfers, or populating fields in internal systems. These are often manual tasks that don’t require decision making but eat up valuable time. RPA tools work well when paired with BPA — by automating low-value tasks, RPA allows teams to focus on more strategic efforts. Some RPA platforms now incorporate intelligent automation capabilities that combine AI with basic task execution for greater adaptability.
Business process management (BPM)
BPM is the strategic discipline behind improving business processes from end to end. It includes process analysis, modeling, governance, and continuous optimization. BPA is often implemented as part of a BPM strategy to automate processes that have already been mapped out and refined. BPM provides the structure to identify inefficiencies, while BPA and RPA handle the execution of streamlined, standardized workflows. Together, these tools help organizations align their business goals with day-to-day operations.
When used in tandem, BPM guides the strategy, BPA automates the workflow, and RPA handles the rule-based tasks that support the process. That’s how businesses can build scalable automation efforts that reduce friction, eliminate redundant work, and unlock more value from their data systems.
When automation technologies meet artificial intelligence
The evolution of automation technologies has significantly enhanced our ability to streamline existing processes. Intelligent process automation combines AI and machine learning with traditional automation tools to manage routine tasks more efficiently.
Artificial intelligence is transforming business automation by enabling systems to handle complex tasks that go beyond simple rule-based processes. In our experience, integrating AI allows for more adaptive and intelligent process management. For instance, natural language processing can interpret unstructured data, while machine learning technologies can predict outcomes and optimize workflows over time.
It’s critical for organizations to stay ahead of the curve and utilize advanced technologies with AI and machine learning. A recent survey by the Federal Reserve Bank of Richmond found that approximately 40% of firms have utilized AI to automate tasks in the past year, with a higher adoption rate among larger companies.
Examples of business process automation
Some of the most impactful automation use cases are the ones that simplify everyday work. Here’s where I’ve seen process automation drive real business efficiency:
Employee onboarding
Setting up new hires used to mean bouncing between systems, chasing paperwork, and manually notifying departments. After implementing automation, we streamlined the entire process. Now, account creation, compliance forms, and onboarding messages happen automatically, making it easier for business users and new employees alike to stay on track. It also helps standardize steps across teams, which really supports long-term process improvement.
Purchase orders and financial tasks
Managing purchase approvals used to feel like herding cats. Automating the purchase order flow brought structure and accountability — request submissions trigger the right approvals, connect with business systems, and sync with finance for quick follow-through. This approach simplifies financial tasks and minimizes delays in procurement.
Customer service workflows
We’ve used automation tools to route tickets, notify the right reps, and keep service level agreements in check. The result? Improved customer service and a better overall experience. It also gives us visibility into response times, which helps with both planning and performance reviews.
Marketing automation that actually works
With the right setup, launching campaigns and scoring leads becomes a hands-off process. We use marketing automation to sync data between tools and track engagement across platforms. It keeps our campaigns moving and gives us the data analysis we need to improve.
In each case, automation reduces manual processes, improves consistency, and helps maintain regulatory tracking.
Benefits of business process automation
A strong process automation system doesn’t just speed things up — it can change how your business runs. Here’s where I’ve seen real impact:
Automate business processes for efficiency
When we started to automate business processes management software across departments, one of the first changes I noticed was how much time we got back. Routine, repetitive tasks disappeared from our daily workload, and that shift opened up space for more strategic work. The lift in productivity was immediate.
Improved accuracy with BPA tools
Manual tasks often leave room for human oversight. By automating core tasks with business process modeling guide automation tech, we were able to improve consistency and avoid costly mistakes. This is especially useful for complex processes where one error can ripple downstream.
Adapt to growth with scalable tools
One of the reasons I rely on Wrike is how easily it supports new processes. As our team grew, the platform scaled with us. We didn’t have to rebuild anything. That kind of flexibility is critical when you’re dealing with evolving business functions and complex workflows.
Boost visibility and customer satisfaction
Process automation makes it easier to track status in real time, which helps us make better decisions and keep everyone aligned. I’ve found this kind of transparency also improves customer satisfaction —fewer delays, faster turnaround, and a smoother experience overall.
Strengthen compliance and audit trails
Compliance is always at the top of contract management processes or customer relationship management activities. Wrike’s automation tools log every action, which helps our team maintain clean audit trails and meet compliance and audit trail requirements with confidence.
Streamline contract management
I’ve seen how quickly contract workflows can get tangled, especially when you’re managing version control and manual approvals. BPA solutions helped us simplify that. Automating the repetitive steps reduced back-and-forth, and we still have a clear record when we need to reference it.
Challenges of business process automation tools
While BPA offers clear advantages, it’s not without its challenges:
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Scaling issues: Automating one task is easy. Scaling it across teams and departments is harder.
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Synchronization problems: Getting humans and bots to work seamlessly together requires planning.
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Documentation gaps: Automation tools need well-defined, step-by-step documentation to work effectively.
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Overlooking process design: Automating a flawed process only accelerates inefficiencies.
To succeed with BPA, start small, involve key stakeholders, and build a strong automation framework.
Types of business process automation
Business process automation software can take different forms depending on your goals, workflows, and the complexity of your systems. Here’s how we’ve seen organizations apply different automation approaches in practical ways.
Robotic process automation (RPA)
Robotic process automation handles repetitive, rule-based tasks — think invoice matching, form population, or pulling reports. It’s a good entry point for teams looking to reduce manual work without having to restructure their entire workflow. We’ve used it to speed up smaller tasks while freeing up time for higher-value work.
Digital process automation (DPA)
Digital process automation is broader. It connects systems, tasks, and users across departments to support digital transformation goals. Where RPA automates the “what,” DPA helps you rethink the “how.” I’ve used it to coordinate multi-step processes that involve workflow management software across our finance, legal, and operations teams.
Automated processes for workflow management
Automated processes are a big help for workflow management. When tasks flow through the same sequence every time, it’s easier to track ownership, timelines, and blockers. This structure has helped us standardize processes and reduce ambiguity across distributed teams.
Standardize processes with task automation
Some teams start with task automation — automating actions like email alerts or status updates. It sounds simple, but it adds up fast. I’ve found this approach especially useful when we’re trying to standardize processes across teams that work in different time zones or use different tools.
Business process automation software for enterprise scale
Once your processes mature, business process automation solutions let you scale automation across functions and tools. It can involve software integrations, analytics, and custom workflows built to handle complex, cross-functional business operations. At that level, you’re not just saving time — you’re shaping how the organization runs.
What business processes should you automate?
Before you start automating, you need a clear understanding of the process itself. Map out each step, identify business rules, and look for areas where automation tools will have the most impact. We’ve found process mining especially useful for this — it highlights gaps, delays, and redundant tasks that aren’t always obvious in documentation alone. Starting with real data makes your digital transformation efforts smarter and more focused.
That said, not every workflow is a good fit for BPA. In our experience, automation works best when the process is:
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High-volume
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Time-sensitive
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Rule-based
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Prone to human error
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Tied to compliance or audit requirements
Think about HR workflows like employee onboarding, finance operations like invoice processing, or legal use cases like contract management. These are repeatable, structured, and often depend on accuracy and documentation, making them ideal candidates for BPA.
Best practices for business process automation
A successful BPA initiative depends on more than the tech stack. Here’s how we’ve approached business automation in ways that actually stick:
Document existing processes
Before you can automate workflows, you need a clear picture of what’s already in place. We usually map out every step — even the ones that feel too small to matter — because those overlooked details often involve repetitive data entry or other administrative tasks that bog down the process. It’s also the point where process mining can help identify where redundant tasks live.
Start small and build
You don’t need to automate the entire business on day one. When we kicked off our BPA journey, we focused on one simple use case — then expanded. Starting small helps you test assumptions, iron out issues, and demonstrate business value without overwhelming teams.
Set clear, measurable goals
To evaluate your BPA strategy, you’ll need specific metrics. For us, it was turnaround time and error reduction, especially for workflows involving manual approvals or financial entries. The numbers helped prove the impact and made the case for scaling.
Involve the right stakeholders
Every time we skipped this step, we paid for it later. Getting cross-functional input upfront — from operations, IT, and end users — surfaced edge cases we might’ve missed. It also helped with adoption, since everyone had a voice in the process of standardization.
Train teams on both tools and tasks
People don’t resist automation — they resist confusion. We made sure to include process documentation, new user interface walkthroughs, and hands-on training so teams could adapt. Automating workflows only works if everyone knows how to interact with the new systems.
Prepare backup plans
No system is perfect. We’ve seen automation initiatives stall because teams didn’t know what to do when a rule broke or a form failed. Have a plan for exceptions, and keep human oversight for workflows that can’t be fully automated.
Review and iterate regularly
The work doesn’t stop after implementation. Our best improvements came after the first rollout, when we reviewed performance, dug into pain points, and updated our digital tools accordingly. With advanced technologies evolving fast, your workflows should too.
Bringing it all together with BPA
Business process automation helps human workers get more done more easily. By reducing repetitive tasks, eliminating manual slowdowns, and building structure into complex workflows, BPA creates space for more strategic work.
We’ve covered how BPA connects with tools like RPA and BPM, where it fits into your digital transformation plans, and which processes deliver the most impact when automated. No matter the department, automation turns routine into repeatable, and repeatable into reliable.
Done right, BPA isn’t just a tech investment — it’s a shift in how your team operates.
Effortless business automation starts with Wrike
When your work spans multiple teams, tools, and workflows, you need a platform that keeps everything running without adding complexity. For us, that’s Wrike.
We’ve used Wrike to automate workflows, route approvals, and streamline handoffs — without relying on developers. The user interface is intuitive, and its no-code setup means business users can build and adjust processes quickly. It’s also packed with templates that help scale repeatable workflows across teams.
One of the biggest advantages? It works with the systems we already rely on. That makes it easier to connect data, reduce manual tasks, and keep momentum going across departments. Wrike has a track record of proven process success, so support teams can find a practical way to build stronger, more reliable workflows.
Start simplifying your most time-consuming tasks today.
Alex Zhezherau
Alex is Wrike’s Product Director, with over 10 years of expertise in product management and business development. Known for his hands-on approach and strategic vision, he is well versed in various project management methodologies — including Agile, Scrum, and Kanban — and how Wrike’s features complement them. Alex is passionate about entrepreneurship and turning complex challenges into opportunities.